Requisition Create Purchase Orders

Exploring

This program lets you create purchase orders from requisition lines.

Things you can do in this program include:

  • Create a new purchase order from a purchase requisition.

This program is accessed from the Program List of the SYSPRO menu:

  • Program List > Purchase Orders > Requisition System > Transaction Processing

Buyers are individuals in a company responsible for identifying sources of supply and for purchasing products or services from these sources. Within SYSPRO, the buyer code assigned to a stock code indicates the person responsible for purchasing the item.

You typically assign buyers to stock codes when you have more than one person in the company responsible for purchasing products or services.

Buyers can be used as a selection criterion in a number of SYSPRO reports.

You assign buyer codes to bought-out stock items using the Stock Code Maintenance program.

A customer provides the mechanism for you to raise sales orders within SYSPRO.

The static information captured against a customer is used when processing sales transactions and determines, for example, the tax and discounts applicable.

Documents generated from these transactions (e.g. invoices, credit notes, debit notes) are also stored against the customer.

The customer code can be used as a filtering tool when generating reports.

Customers are maintained using the Customers program (Program List > Accounts Receivable > Setup).

International Commercial Terms are pre-defined terms published by the International Chamber of Commerce (ICC) that are widely used in international commercial transactions.

Incoterms comprise a series of three-letter trade terms related to common contractual sales practices and the rules of each are intended primarily to communicate the ownership of costs and risks associated with the transportation and delivery of goods.

Within SYSPRO, the Incoterms code indicates the portion of costs and risks agreed to by the parties in a contract of purchase or sale.

For example:

The delivery term CIP (Carriage and Insurance Paid) indicates that the seller pays the cost of carriage and insurance necessary to bring the goods to a named destination (i.e. shipping location).

Within SYSPRO, a non-stocked code is allocated to an inventory item that you don't stock in any of your warehouses.

Non-stocked codes are created using the Non-stocked Codes program. They are used in the Quotations module to uniquely identify items that can be used within the Quotations and Estimates programs.

Non-stocked codes created using the Non-stocked Codes program can be converted into stocked codes if the New stock code in non-stocked table setup option is enabled (Setup Options > Preferences > Distribution > Inventory).

A purchase order is the document used to define the details of a product or service provided by a seller to a buyer. It becomes a temporary legal contract to buy products or services once the seller accepts it.

Once the need for goods or services is identified and the pre-purchase activities (e.g. requisitioning, supplier sourcing and price negotiation) are complete, a purchase order for the goods is placed with the relevant supplier.

A stock code is a number that uniquely identifies an inventory item that is bought or manufactured and which is typically stored in one or more warehouses.

All activity relating to the forecasting, purchasing, manufacturing, stocking and selling of a stocked item is tracked by means of the stock code.

A stock code can be linked to one or more lot numbers if the item is defined as lot traceable. If there is a warranty, the stock code can be defined as serialized and linked to one or more serial numbers.

If the Bill of Materials module is installed, stocked items may be linked in a parent/component relationship for use in Work In Progress and Sales Orders (Kit sales).

You can use the stock code as a selection criterion when generating reports.

You maintain stock codes using the Stock Code Maintenance program.

Suppliers provide a mechanism for you to raise purchase orders within SYSPRO, as well as being used as a selection criterion to generate reports.

You can also configure supplier groups to facilitate group payments (i.e. processing a single large remittance to a primary supplier instead of multiple payments to many individual suppliers).

Static information configured against a supplier is used to determine applicable tax, discounts, etc., when processing purchasing transactions.

Documents received from a supplier (e.g. invoices, credit notes, debit notes, etc.) are stored against the supplier and let you keep track of the company's liabilities.

You maintain supplier details using the Suppliers program (Program List > Accounts Payable > Setup).

Within SYSPRO, a warehouse represents an actual warehouse containing your inventory items (i.e. a physical warehouse) or a grouping of your inventory according to specific characteristics of the item (i.e. a logical warehouse).

For example:

You may want to split your inventory raw materials and finished goods into different logical warehouses even though they are located in the same physical warehouse.

You maintain warehouses using the Warehouse Maintenance program.

Topics

Request for Quote System

Programs

Browse on Requests for Quotes

Request for Quote Review

Request for Quote Maintenance

Supplier Quote Entry

Request for Quote Query

Starting

You restrict operator access to activities within a program using the Operator Maintenance program.

Controls whether requisition users can create purchase orders, issues and transfers from requisitions when they are not the current holder of the requisition.

When this activity is denied, the preference Creating Purchase orders, Issues and Transfers > Only select requisitions for current holder is disabled.

When this activity is allowed, the preference can be selected as required by the operator.

Controls whether an operator can change the requisition user code when using the following programs:

  • Requisition Entry
  • Requisition Create Purchase Orders
  • Requisition Review

The User field in these programs defaults to the Requisition user defined against the operator's code (Operator Maintenance).

Therefore, the operator cannot use these programs if this activity is denied and the default Requisition user is not defined.

You can restrict operator access to the fields within a program (configured using the Operator Maintenance program).

You can restrict access to the eSignature transactions within a program at operator, group, role or company level (configured using the eSignature Setup program). You can restrict access to the eSignature transactions within a program at operator, group, role or company level (configured using the Electronic Signature Configuration Setup program). Electronic Signatures provide security access, transaction logging and event triggering that gives you greater control over your system changes.

Controls access to the Requisition user and User fields in the following programs:

  • Requisition Create Purchase Orders

  • Requisition Entry

  • Requisition Review

  • Requisition Entry Maintenance

This eSignature can be used to force the use of the Requisition user defined against the operators (Operator Maintenance) as these programs' default user.

Controls the ability to override the preferred supplier for a stock code in the following programs:

  • Requisition Entry Maintenance

  • Requisition Entry

  • Requisition Create Purchase Orders

  • Purchase Order Entry

  • PO Creation

You can restrict operator access to programs by assigning them to groups and applying access control against the group (configured using the Operator Groups program).

You can restrict operator access to functions within a program using passwords (configured using the Password Definition program). When defined, the password must be entered before you can access the function.

The following configuration options in SYSPRO may affect processing within this program or feature, including whether certain fields and options are accessible.

The Setup Options program lets you configure how SYSPRO behaves across all modules. These settings can affect processing within this program.

Setup Options > Configuration > Distribution > Purchase Orders

  • Restrict order to single warehouse

Setup Options > Preferences > Distribution > Purchase Orders

  • Validate buyer upon order creation

Setup Options > Preferences > Financials > General Ledger

  • Commitment accounting required

  • You won't be able to save, end or cancel an order line if the supplier for whom you are entering the line has been placed on hold. This applies to blanket purchase order lines and requisition lines.

  • You cannot create a purchase order for a requisition that has not been routed to anyone, because a requisition must be routed to a user that has the appropriate access to create purchase orders.

    Requisitions with a blank Holder (or that haven't been routed to any user) are excluded.

  • You can only create purchase orders for requisition lines that are in a status of Approved.

    It's possible for a requisition line's status to not match its header status.

  • All Issue and Transfer requisition types are ignored.

    You must use the Requisition Review program to process these requisition types.

Solving

This error message is displayed if you attempt to create a purchase order for requisition lines with different Buyer codes attached.

The buyer is set on the purchase order header and you can only have one buyer per purchase order.

The buyer may be inserted by default if a buyer is defined against the stock code.

If you leave the buyer field blank for the line, then the Purchase Order Header Information window is displayed, where you can insert the buyer.

Additional information is attached to a requisition line using the Requisition Entry Maintenance program and as such can vary for each requisition line.

Therefore, a single purchase order is only created for a single requisition if the following fields are the same for all requisition lines on the requisition:

  • Supplier

  • Customer

  • Customer purchase order

    This is true unless the When appending from sales order to order setup option is defined as Ignore different customer and purchase order, in which case this prerequisite does not apply.

  • Warehouse

  • Buyer

  • Blanket purchase order contract number

  • Blanket purchase order schedule date

If any of the above fields are different on a requisition line, then a different purchase order is created for that line by the Requisition Create Purchase Orders program.

You may not be able to process requisitions and purchase orders when the Commitment accounting required setup option is enabled and not all period end dates for the current General Ledger year are defined.

If you receive an error because the period end dates are not defined, then you must define the period end dates and use the GL Commitment Takeon program to rebuild the committed values before you can create your purchase orders.

For a call-off multiple blanket purchase order, the system creates a single purchase order for the next date on the schedule.

When a requisition is raised, the due date is used to determine the schedule date.

Only one purchase order per date is currently accepted.

If you raise the requisitions with a due date within your scheduled range, the new purchase order is created. However, you cannot re-use the same due date for the same blanket purchase order schedule.

The requisition line is marked as an error line when:

  • The requisition line is on hold.
  • The specific supplier is not enabled for purchase order creation.
  • The warehouse is missing.
  • You do not have access to the warehouse on the requisition line.
  • The requisition line is attached to a blanket purchase order that does not exist.
  • The stock code is on hold.
  • The stock code is ECC controlled and the revision or release is invalid.
  • The product class is missing.
  • The price unit of measure does not exist in the purchasing unit of measure table.

When an error exists on the requisition line that prevents the purchase order from being created, an error icon will appear in the first column of the Suggested Purchase Orders list view.

Although the line cannot be selected for purchase order creation, it can be placed on hold.

When the Validate buyer upon order creation setup option is set to Mandatory the buyer on the requisition line must be valid.

When this option is set to If entered, the buyer field on the requisition line can be spaces, but must be entered when the purchase order header is displayed.

If the buyer is not entered on the header, the requisition line is not processed but is returned in the Results list view.

Using

From the Requisition Entry program:

  1. Enter your user code.

  2. Indicate the selections you require.

  3. Select the Select Requisitions option.

    The number of requisitions selected are displayed.

  4. Select OK to proceed.

    A list view then displays the individual lines for which purchase orders will be created.

From the Requisition Create Purchase Orders program:

  1. Indicate the requisition lines for which you want to create a purchase order by using the tick box in the Selected column of the list view.

  2. Select the Create New PO option.

  3. Select OK to create a new purchase order.

    The Purchase Order Header Information screen for purchase orders is displayed.

    Optionally enter additional information.

  4. Select Save to proceed.

  5. The Requisition Due Dates screen is displayed with the following options:

    • Use a single due date for all order lines

      Select this of you want all due dates for the purchase order lines you are creating to be the same.

      If you do not select this option, then the due dates defined against each requisition line are used as the due dates for the purchase order lines.

    • Due date to use

      This indicates the single due date you want to attach to all purchase order lines.

      This option is only available if you selected to use a single due date for all order lines.

  6. Select OK to continue.

    A screen displays the purchase order number created.

  7. Select OK to return to the list view.

    Alternatively, select the Purchase Order Maintenance function to maintain the newly created purchase order in the Purchase Order Entry program.

  8. Select OK to return to the Requisitions Routed to user screen.

The following validations are conducted before you can append a requisition line to a purchase order:

Criteria Validation
Buyer

This is validated according to your configuration of the Validate buyer upon order creation setup option:

  • Mandatory or If entered

    The buyer on the requisition must match the buyer on the purchase order.

  • No

    The buyer on the requisition is ignored when the buyer field on the purchase order header is blank.
Customer

The customer on the requisition must match the customer on the purchase order.

The customer on the requisition is ignored when the customer field on the purchase order header is blank.
Warehouse The warehouse on the requisition must match the warehouse on the purchase order when the Restrict order to single warehouse setup option is enabled.
Customer Purchase order number The customer purchase order number on the requisition must match the customer purchase order number on the purchase order.

Because there can be multiple lines on a requisition with different statuses, the header only reflects the actual status when all the requisition lines are in the same status (i.e. the header requisition status is only updated when the entire requisition is actioned at requisition level).

For example:

When you successfully approve or clear an entire requisition (i.e. not a line) the header is set to R - Approved or {blank} Cleared.

When you approve a requisition and some lines are ignored, the header is updated to a status of C - In Process as this indicates that there are lines with different statuses in the requisition.

You can reset the header status using the Requisition Purge program. The program doesn't try to work out the combined statuses of the requisition lines; it merely blanks out the header status when it finds a mixture of line statuses.

The following are the possible statuses for an entire requisition at header level:

Status Description

{blank} Cleared

The requisition has been cleared completely.

{blank} Normal

The requisition has been entered, but not yet approved.

* - Cancelled

The entire requisition was canceled.

R - Approved

The entire requisition is approved.

I - Issued

The requisition was issued from the stores warehouse.

T - Transferred

The requisition was transferred into the destination warehouse, or the requisition line is for a stores transfer and is linked to a sales order line.

C - In Process

The entire requisition is in progress.

Whenever a single function is performed on any line (i.e. Approve, Clear, Hold, Release or Cancel) the header record for the corresponding requisition is changed to a status of C - In Process.

P - PO Created

The entire requisition has been converted to a purchase order.

On hold

The entire requisition is on hold.

Complete

The entire requisition was confirmed into a purchase order and has been fully receipted.

The following are the possible statuses for an individual requisition line:

Status Description

{blank} Normal

The requisition line has been entered, but not yet approved.

* - Cancelled

The requisition line was canceled.

R - Approved

The requisition line is approved.

r - Approved for RFQ

The requisition line is approved to start the request for quote process.

I - Issued

The requisition line was issued from the stores warehouse.

T - Transferred

The requisition line was transferred into the destination warehouse.

Or the requisition line is for a stores transfer and is linked to a sales order line.

Q - RFQ Created

A request for quotes has gone out for the requisition line.

P - PO Created

The requisition line has been converted to a purchase order.

On hold

The requisition line is on hold.

Receipt: Complete

The requisition line has been confirmed into a purchase order and fully receipted in.

Receipt: Partial

The requisition line was confirmed into a purchase order and partially receipted in.

The requisition header would only indicate this status if all requisition lines were confirmed into a purchase order and all lines were partially receipted in.

Inspection: Complete

The requisition line is for an inspection item which was confirmed into a purchase order and inspection is complete.

Inspection: Partial

The requisition line is for an inspection item which was confirmed into a purchase order and has been partially inspected.

Once you capture a purchase order, it is assigned a status code to indicate its progress within the system.

The status code determines which functions can be performed at that point, particularly during maintenance and printing.

Once an order has passed through a given phase (e.g. after it has been printed) the status of the order changes to the next highest status, until it reaches a status 9 - Order complete and receipted into stock.

If the Print detail freight line preference is enabled in the Purchase Order Format or Purchase Order Format for SRS program and the order contains only freight lines, then the order is set to a status of complete once it is printed.

The following are the possible statuses that can be assigned to a purchase order:

Status Description

0 - Order in process

This indicates that the order record is locked.

You need to maintain the order to reset the status.

1 - Order entered and ready for printing

This indicates that you have maintained an order, but it has not yet been printed (if the Set 'ready to print' after maintenance setup option is enabled).

If you maintain an order to cancel it, the order status is set to * - Order cancelled, regardless of your selection at the setup option.

4 - Printing is complete

If the Allow maintenance of completed orders setup option is enabled, then orders which are complete and in a status 4 - Printing is complete remain in that status until the number of days to retain completed purchase orders is exceeded. These are then purged when you run the Purge function of the Purchase Order Purge program (without being moved to 9 - Order complete and receipted into stock).

The orders remain in a status 4 - Printing is complete because they can be maintained and are therefore regarded as active.

9 - Order complete and receipted into stock

The Purchase Order Purge program moves completed orders from 4 - Printing is complete to 9 - Order complete and receipted into stock.

The order complete date is set on a purchase order by the Purchase Order Purge program when all purchase order lines have been receipted.

* - Order cancelled

This indicates the order has been cancelled.

  • Columns in a list view are sometimes hidden by default. You can reinstate them using the Field Chooser option from the context-sensitive menu (displayed by right-clicking a header column header in the list view). Select and drag the required column to a position in the list view header.

  • Fields on a pane are sometimes removed by default. You can reinstate them using the Field Selector option from the context-sensitive menu (displayed by right-clicking any field in the pane). Select and drag the required fields onto the pane.

    The captions for fields are also sometimes hidden. You can select the Show Captions option from the context-sensitive menu to see a list of them. Click on the relevant caption to reinstate it to the form.

    If the Show Captions option is grayed out, it means no captions are hidden for that form.

Referencing

Field Description
Start Review

This displays the list of the requisitions you selected for purchase order creation in the Suggested Purchase Orders pane.

Requisitions are then displayed according to your entered selection criteria.
Change Criteria

This lets you change the selection criteria.

You are prompted to confirm the clearing of the Suggested Purchase Orders pane, because any changes made will be lost.

Indicate criteria according to which requisitions must be selected for purchase order creation.

Field Description

User

Indicate the code of the requisition user creating the purchase order(s). This is a mandatory criterion.

Suppliers

Indicate the supplier(s) for which you want to include requisitions for purchase order creation.

Requisitions

Indicate the requisition(s) for which you want to create purchase orders.

Copy custom forms to purchase order

This lets you copy any custom form data defined against the requisition to the created purchase order, providing that the same custom forms exist against the purchase order.

Due dates

Indicate the due date(s) for which you want to include requisitions for purchase order creation.

Stock codes

Indicate the stock code(s) for which you want to include requisitions for purchase order creation.

Warehouses

Indicate the warehouse(s) for which you want to include requisitions for purchase order creation.

Default associated warehouse
This option only applies when the Restrict order to single warehouse setup option is enabled.

Optionally indicate a warehouse to which to associate non-stocked requisition lines.

This warehouse automatically populates the Associated warehouse column in the Suggested Purchase Orders pane and ignores the non-stocked warehouse **. Therefore, all non-stocked lines are sorted by the associated warehouse.

This lets you create a single purchase order containing both non-stocked and stocked lines.

If you don't enter a warehouse here, then you can indicate the required associated warehouse in the Suggested Purchase Orders pane.

Capex numbers

Indicate the capex code(s) for which you want to include requisitions for purchase order creation.

Originators

To create the purchase order directly after approving the requisition, select Single at this option and enter your requisition user code.

This only applies if you have the authority to add requisitions, approve requisitions and create purchase orders.

Alternatively, you need to route the approved requisition to yourself before you can create the purchase order.

Exclude 'MRP'

Selecting this option excludes all requisitions created by the MRP user.

Include approved 'MRP' only

Selecting this option includes requisitions created by the MRP user, but only those that have been approved (i.e. requisitions in a status of R).

Current holders

This only applies when the Only select requisitions for current holder preference is disabled in the Requisition Entry program.

Indicate the current requisition holder for whom you want to include requisitions for purchase order creation.

Customers

Indicate the customer(s) for whom you want to include requisitions for purchase order creation.

Buyers

Indicate the buyer(s) for whom yo want to include requisitions for purchase order creation.

If the Validate buyer upon order creation setup option is set to Mandatory or If entered, then the buyer code against the requisition line is used to group requisition lines into suitable purchase orders
Purchase order types

Indicate the purchase order type(s) for which you want to include requisitions for purchase order creation.

Include requisitions for standard items.

Include requisitions for blanket purchase order items.

This option is automatically enabled when the Default purchase order creation type is blanket p/o indicate the warehouse from which material is allocated to suggested jobs is enabled.

Sort criteria

 

Include Customer in sort criteria

This includes the customer on the requisition in the sort criteria when creating purchase order lines.

For example:

You have two requisitions for different customers, but for the same stock item.

If you select this option, then two purchase orders are created.

If you deselect this option, then only one purchase order is created.

Include Customer Purchase order in sort

This includes the customer purchase order on the requisition in the sort criteria when creating purchase order lines.

This list view displays the requisitions according to the entered selection Criteria.

At this point you can perform a number of functions relating to the requisition or requisition line.

Field Description

Create New PO

Create one or more purchase orders for the selected requisition line(s).

All requisition lines excluded from purchase order creation are displayed in the results list view.

Requisition lines with errors do not halt the purchase order creation process - they are merely excluded.

The Purchase Order Header Information program is displayed, enabling you to maintain the purchase order header details.

Update Existing PO

Add the selected requisition line(s) to an existing purchase order, rather than creating a new purchase order for the selected line(s).

You are prompted to indicate the existing purchase order number to which the requisition line must be added.

Recreate Suggested PO

Re-sort suggested purchase orders using either the associated warehouse or the preferred supplier.

This option is only enabled after the Start Review option has been selected and is disabled when the Change Criteria button is selected.

Select None

Deselect all requisition lines currently displayed in the list view.

Select All

Select all requisition lines currently displayed in the list view.

Only selected lines are included when you use the Create New PO or the Update Existing PO options.

Hold None

Release all requisition lines currently displayed in the list view from a hold status.

Hold All

Place a hold on all requisition lines currently displayed in the list view.
Notes

Enter requisition notes, purchase order comments, or notes using a notepad editor.

Use the Admin Notepad Editor (Monospaced Text) program to attach free format notes to the requisition line currently highlighted in the list view.

Use the Admin Notepad Editor (Monospaced Text) program to enter notes to attach to the purchase order created from the requisition line currently highlighted in the list view.

Use the Admin Notepad Editor (Rich Text) program to add free format notes to the currently highlighted requisition line.

This displays the suggested purchase orders to create based on valid and approved requisitions.

Field Description

Column 1

An error icon is displayed in this column when an error exists on the requisition line that prevents the purchase order from being created.

A tooltip provides additional information about the error.
Supplier This indicates the supplier for the purchase order.

Warehouse

This indicates the warehouse to be used for the purchase order.

As this is displayed against the purchase order (not each individual purchase order line) it is only displayed when the Restrict order to single warehouse setup option is enabled.

When this option is disabled, there is no restriction on which requisition lines can be grouped into a single purchase order based on the warehouse, so each line can contain a different warehouse. Therefore the warehouse is not displayed against the purchase order.
Buyer This indicates the buyer to assign to the purchase order.

Line warehouse

This indicates the warehouse for the requisition line and is displayed regardless of your selection at the Restrict order to single warehouse setup option.

Each line can contain a different warehouse if the Restrict order to single warehouse setup option is disabled.

Selected

A tick in this column indicates that the requisition line is selected and will be included in the purchase order creation process.

The line cannot be selected if the stock code is missing.

On hold

A tick in this column indicates that the requisition line is on hold and won't be included in the purchase order creation process.

Associated warehouse

This indicates the warehouse to which a non-stocked line is associated for purposes of creating the purchase order.

This defaults to the Default associated warehouse entered in the Criteria pane, but can be changed.

This only applies when the Restrict order to single warehouse setup option is enabled.

Delivery terms

Optionally indicate the three-character alphanumeric Incoterms code, denoting the terms of delivery.

This code is also used when processing a purchase order for a supplier in an EC Member State and ultimately for use on the Supplementary Declaration.

The Incoterms code indicates the portion of costs and risks agreed to by the parties in a contract of purchase or sale.

For example:

The Delivery term CIP (Carriage and Insurance Paid) indicates that the seller pays the cost of carriage and insurance necessary to bring the goods to a named destination (i.e. shipping location).

If this field is left blank, then the default delivery terms defined against the company for the Arrivals setup option is used.

Shipping location

This indicates the shipping location associated with the Delivery terms.

Preferred supplier

This displays the preferred supplier if the supplier field was left blank and the stock code has an active sourcing policy.

This field is disabled for all lines except those for which the supplier has been auto inserted.

This pane includes details about the supplier.

You can only edit information defined against the supplier in the Suppliers program.

This pane includes details about the selected requisition line.